Student housing visitor management software for the hall desk.
Student housing visitor management software records the guests residents bring in. With vFound Visitors a resident invites a guest from their own page, the guest signs in at the hall desk on their phone and the resident is emailed. Guest limits stay with your housing team. It costs US$67/month per site, billed yearly at US$804.
vFound Visitors is student housing visitor management software for residence halls and student apartment buildings: a resident invites a guest from their own private page, the guest signs in at the desk on their phone, and the resident is emailed when they arrive.
The desk sees who is signed in now, who is expected and who is waiting for approval. Guest limits, overnight rules and conduct decisions stay with your housing team; vFound keeps the sign-in record.
Reviewed
Fit and limits
- Who it is for
- Residence hall and student apartment desks that sign in guests for residents.
- Price
- US$67/month per site, billed yearly at US$804. 14-day free trial we set up with you, then yearly by invoice.
- What it replaces
- A paper visitor book at the front desk, with sign-in from a phone, an email to the host and a printed badge.
- What it does not do
- It does not count overnight stays or enforce guest limits; it records each visit.
- It does not open doors or read student cards.
- Only with vFound Enterprise
- More than one site, single sign-on, two-step sign-in and deployment in your own country are only available with vFound Enterprise, which is scoped and priced for your organisation. What Enterprise includes
Key facts
| Price for one site | US$67/month per site, billed yearly at US$804. Prices in EUR, GBP, CAD and AUD |
|---|---|
| What is included |
|
| Limits | No limit on records, team members or storage. Other limits: 50,000 people on the people list, shared by Parcels, Equipment and Visitors, 10,000 self-service kiosk actions per site a day, 10 API keys and 25 webhook addresses. |
| Languages | Visitors see pages and emails in 13 languages: English, Spanish, French, German, Dutch, Italian, Portuguese, Polish, Swedish, Turkish, Japanese, Simplified Chinese and Arabic. The staff workspace is in English, Spanish, French, German, Dutch, Italian and Arabic. |
| Where data is held | Hosted by OVHcloud in Singapore, with an encrypted copy of backups in Canada. When AI assistance is on, vFound AI reads the photo or text in Australia. Deployment in your own country comes with vFound Enterprise. |
| How to start | 14-day free trial we set up with you, then yearly by invoice. Request a trial |
Facts from the field
Figures and rules published by operators, regulators and industry bodies, each linked to its source.
- Seton Hall University requires a resident host to sign each guest in at the residence hall's main desk, and the guest leaves a valid ID at the desk until they leave. Seton Hall University
- Seton Hall University limits each resident to a maximum of 2 guests at one time, and guests must be escorted by their resident host at all times. Seton Hall University
See a visit from sign-in to roll call in one short film.
See everything in vFound VisitorsA Friday evening at the hall desk
Guests arrive in a rush after classes, often for residents who are still upstairs. The desk worker should not have to phone each room to find out who is expecting whom.
Read more
- 1Before
The resident invites a guest
A resident on your people list invites a guest from their own private My vFound page, with no staff account. They choose a visit type and a day, and the guest gets a QR pass by email.
- 2Arrive
The guest signs in on their phone
The guest shows the pass or scans the QR sign at the desk. A walk-in can sign in from the same sign for that day only, and the hall can switch self sign-in off.
- 3Answer
The resident replies from their phone
The resident is emailed and can reply that they are on the way or ask the guest to wait five minutes. The reply shows at the desk.
Walk-ins wait for the desk
The hall can have everyone who signs in without an invitation wait for approval, and any visitor type can need approval too. A guest who is not approved cannot be signed in, and the desk sees them at the top of the list.
Read more
A visitor type can ask for a private visitor photo and a staff-recorded visual check of a physical photo ID. vFound records who checked and when, not the ID itself. If your hall holds a guest's ID card at the desk, that stays a desk procedure outside vFound.
When the fire alarm goes at night
The live roll call lists the guests signed in to vFound, and several staff can mark them safe from their own phones. It does not list residents, so keep your own resident roll for evacuations. Anyone still signed in after the day ends is signed out automatically once they have been in for 12 hours.
Check the fit for your housing desk
Read more
| Your requirement | Fit | What to check |
|---|---|---|
| Residents invite their own guests | Yes | From their private My vFound page, with no staff account. The resident must be on your people list. |
| Guests sign in without an app | Yes | From the QR sign or a pass by email, in the browser. A desk tablet can be paired as a kiosk. |
| Student desk workers with their own logins | Yes | Each worker can have a team login, so every approval and sign-out carries a name. |
| Count overnight stays or enforce guest limits | No | vFound records each visit. It does not count nights per term or stop a resident's third guest. |
| Open doors or read student cards | No | vFound does not control doors or card readers. |
| A resident list from your housing system | Partly | Import a CSV, refresh from a CSV link every hour, or use SCIM or the API. There is no direct connector to a housing system. |
Rehearse a busy evening in the trial
In the 14-day trial, add three fictional residents, invite a guest from one resident's page and sign the guest in from the QR sign. Then make a walk-in wait for approval, approve them from the desk and start a roll call to see who would be on it.
How vFound Visitors works
From invitation to a safe departure.
- 1
Invite ahead, self-register, or use your kiosk.
Send a QR pass, share a registration link, or pair any lobby tablet with a ten-minute code. No visitor app or account.
- 2
Apply the right rules to every visit.
Set questions, terms, badge colour, approval and retention for each visitor type. Require a photo or a staff visual check of a physical photo ID when needed.
- 3
Know who is in, and who is safe.
See everyone on site, print the right badge, and run a live phone-friendly roll call with several marshals at once.
A complete visitor desk, without dedicated hardware.
- Self-registration and kioskPair any lobby tablet, or let visitors register from your QR link.
- Types and approvalsText, dropdown, checkbox and date questions, validated on the server.
- Multi-day passesOne QR pass works once on each valid daily or weekday visit.
- Host repliesHosts get email and answer from a private link without an account.
- Photo badges and visual ID checksOptional private visitor photos, photo badges and staff-recorded visual checks without storing ID documents.
- Couriers and analyticsDelivery visitors appear in Parcels, with visitor patterns in Analytics.
See everything in vFound Visitors
Visitors register on their phone or your paired kiosk, their host hears at once, and a live roll call shows who is safe.
Its own page has the film, the use cases, each screen and the answers to common questions.
See everything in vFound VisitorsOne workspace for everything your desk looks after.
Frequently asked questions
How much does vFound Visitors cost for a residence hall?+
US$67/month per site, billed yearly at US$804, after a 14-day free trial we set up with you. Guests, residents and desk workers are unlimited. Several halls, each with its own desk, are part of vFound Enterprise.
Can a resident invite a guest without a staff login?+
Yes. A resident on your people list invites a guest from their own private My vFound page. The guest gets a QR pass by email, and the resident is emailed when the guest signs in.
Does vFound enforce overnight guest limits in student housing?+
No. It records each visit and can make walk-ins wait for approval. Limits on nights per term, guests per resident and conduct decisions stay with your housing team.
Can the hall desk hold a guest's ID card in vFound?+
No. vFound stores no ID document image or number. A visitor type can ask staff to record that they visually checked a physical photo ID, and any card your desk holds stays a procedure outside vFound.
What happens if a guest forgets to sign out of the hall?+
Anyone still signed in after the day ends is signed out automatically once they have been in for 12 hours, and the record shows it was automatic.
Can our student housing desk keep guest records for a short time?+
Yes. Choose from 7 to 365 days for the whole site or for each visitor type. After that the finished visit, any visitor photo and its sign-in sessions are deleted.
Every guest on one list at the hall desk.
Request your free trial: a 14-day free trial we set up with you, then yearly by invoice.
Request your free trial